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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
In the previous video, I discussed customizing the Sort, Filter, and Group features of our Inbox. Up next is a brand-new setting for Inbox customization called Conversation view. A conversation, or thread, is the collection of e-mails that are all based off each other. When you and your coworkers keep hitting reply to each other, you're creating a conversation. Outlook has a special way to display conversations so you can glance through the entire thread when needed. I'll show you how to do this.
When viewing our Inbox, I'll switch to the View tab of the Ribbon, and enable Show as Conversations. Outlook asks us if we want to enable this feature for all folders, or just the current one. I'll choose just this folder. With Conversation mode turned on, little arrows appear next to the messages that Outlook detects are part of a conversation. If I click the arrow, previous messages in the thread are displayed, and I can easily review them.
This can be great when you need to go back and check the history of a particular conversation. The feature has a few options, too. I'll cover two of the ones that you might find most useful. From the View tab right next to where I enabled the Conversations feature, I can pulldown Conversation Settings. Here you'll find an option called Show Messages from Other Folders. You can and should enable this feature. This way all e-mails from your Deleted and Sent items which are a part of the same conversation will appear in the thread. Another option is Always expand conversations.
When enabled, Outlook will automatically expand the conversation rather than waiting for you to click the tiny arrow. This is one of those features that you might like or you might hate. So now that we've made ourselves at home and customized our Inbox, let's go ahead and get rid of the trash. In the next video, I'll show you some easy ways to delete all those old e-mails.
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